Prairie City City Council 03-09-16

Published 11:04 am Wednesday, March 16, 2016

City of Prairie City

CITY COUNCIL MEETING

March 9th, 2016

Attended: Jim Hamsher, Mayor

Butch Goslin, Councilor

Viola Rose, Councilor

Carole Garrison, Councilor

Les Church, Councilor

Georgia Patterson, Councilor

Dottie Miller, Councilor

Taci Philbrook, City Recorder

Kathy Smith, Museum Director

Chris Camarena, PWD Director

Nancy Moffitt, Clark’s Disposal

Farrell Clark, Clark’s Disposal

Carlos Bortell, resident

Luann Bortell, resident

Harold Preston, resident

Frances Preston, resident

The Mayor opened the regular meeting at 6:00pm. Roll Call taken. All present.

The Pledge of Allegiance was recited.

Public Works Dept.: Due to Chris Camarena having to leave for his sons sports dinner, the mayor allowed him to present his reports, and requests, to the council before the minutes were accepted. Chris reported, to fix our water problem we had last year so that it did not happen again we need to (re)drill down about 300 ft., and re-case well #3. They have discovered that initially well #3 wasn’t dug deep enough, and it has been skimming water off the top. When the water level drops so low that it starts drawing off the side, it gives the water a sulfur taste. Chris reassured the council water tests are coming back fine. Marciel Well Co. is encouraging us to declare this an emergency. It is likely the water will reach such a low point this summer that we won’t be able to draw off of the well. We will run out of water next year, if we don’t move forward with re-drilling well Chris asked for direction from the council. Councilor Goslin asked to see the blue prints on the well. At this time Chris did not know where the blue prints are. Councilor Patterson has volunteered to assist in finding the blue prints(s). Chris explained to the council, the city had acquired a loan from the Bank Of Eastern Oregon for $100,000 when the well was initially drilled in 2012. The city only used $60,000 of those funds. Chris explained Taci was finding out about using the balance of the $40,000 to apply to this project. The mayor recognized the Taci who furthered the explanation telling the councilors she had spoke to the bank manager Andie, who explained it was not an open line of credit the city could draw on, and that we would have to reapply for a new loan. Andie thought we would have no problem acquiring a loan for this project as we only have three payments left to pay on the loan acquired in 2012. Taci has an appointment with Bob the finance manager of Bank of Eastern Oregon Thursday (tomorrow) to apply for the loan. Chris and Taci expressed to the council that this would be an “emergency” project. Marciel Well is going to go drill in Eastern Oregon mid April, and we should get this done before they leave so that we are better prepared for summer. A workshop on this matter was suggested. Chris reported to the council the results of the OTEC inspection. Chris and the OTEC representative audited city lights, street lights, the shop, and irrigationpivots. Chris spoke of credits for rebates we would obtain should we upgrade to LED’s. Councilor Rose questioned the return time on the rebates. Chris explained he wouldn’t know until the first time we turn in a credit for rebates. Chris reported to the council that he did get two responses back on the RFP’s. He circulated the two bid amongst the councilors. Chris recommended the lowest bid. After a brief discussion the councilors voted to accept the bid for $11,350.

MSP: To accept Mike Voigt’s bid to do the roof repairs for $11,350.

Councilor Church / Councilor Goslin. All in favor.

Chris furthered his report by reporting the County had delivered 3000 sandbags to the shop to for residents to use for flooding. The minutes of February 10, 2016, regular Council meeting was considered for approval.

MSP: To approve the minutes with corrections. Councilor Garrison / Councilor Miller. All in favor.

It was pointed out that Councilor Garrison had been omitted from the list of attendees, and lines 137 and 146 had misspelled words. (see attached).

The Mayor recognized the first visitor Nancy Moffitt from Clark’s Disposal. Farrell was with Nancy. Nancy had come before the council to discuss a rate increase, and discontinuing of the recycling program. She stated the reason for the requested amendments to the existing Franchise agreement was due to Prairie City closing their own landfill. The 96 gal. roll cart once a week would increase from $16.00 to $16.50, and there is a proposed new rate of $15.00 for a cardboard container to be picked up once a week. She stated that 3% of the gross receipts is the franchise fee. Nancy explained it was not cost efficient to service the recycling program any longer. Nancy does not want to pass on the cost of recycling ($4 per customer) to her customers. Nancy wants to move the recycling to the transfer station in John Day. Councilor Church was the first to state the recycling program was of value in Prairie City. He spoke of the volumes of recycling that can be found in the bins on any given day. She explained the only reason it was free in the past was because the program was a requirement from DEQ, and now that the landfill is closed PC is no longer required to offer recycling. Les also told her he did not think the residents would like them discontinuing the program. A discussion ensued about there not being any market for tin and plastic. Online shopping was contributed to the 300% increase in cardboard volume, in our bins. Councilor Garrison asked Nancy if Clark’s would consider just picking up cardboard and paper. Farrell thought it would be more doable if we had two white bins for paper and cardboard. Clark’s says a lot of the cardboard and paper ends up on the ground on the weekends. Taci inquired of the cost of another bin. Farrell said they cost about $7500, and he thought there were DEQ grants for recycling bins. Taci asked if the city would get a refund on the bins they are discontinuing, to which Farrell answered they would buy back the bins. The mayor suggested a workshop with the council. He suggested we then hold a town hall meeting for the residents and Clark’s to attend so that they could see how important the program is to our residents. It was decided Clark’s will get back to Taci with the cost of a white bin, how much it would cost to continue the recycling program by just servicing card board and paper, and how much the refund would be on the containers being refunded. Nancy and Farrell said they should have all the information to Taci before March 23rd. A workshop was set for the 23rd of March to further the discussion.

The mayor recognized Lyn McDonald acting on behalf of the planning department. Lyn introduced the Public Hearing Notice in the councilors packets, for a Type II Conditional Use Permit requested by Les Church. Les’s property is a R1 view lot. He is in negotiations with US Cellular to erect a 150 ft. cell tower on his property. Lyn accompanied the notice with a detailed map of the proposal. (see attached). Councilor Garrison asked for a description of the tower. Les said there had been no discussion about design specifics but thought it would look like any other cell tower. The mayor verified Lyn was following “due process” to which she explained the steps thus far, and the next step to follow. While discussing the conditional use permit Councilor Garrison asked how we stood with our own agreement with American Tower. Taci had checked the numbers and found there had only been a 1.02% increase annually (in June). All parties involved with the initial agreement thought it was to be a 3% annual increase. Taci stated she already had spoken to Jeremy Green the city attorney, and attorney of record for the franchise agreement, he told her he would review the agreement and get back to her on Monday with his findings.

The mayor described vegetation growing behind the senior’s building. Some of the senior citizens were trying to clear it, and the mayor has offered for the public works department to assist in clearing behind their building and in the ROW. After a brief discussion about helping out the senior citizens a motion was made to help them.

MSP: To have the city work with the senior volunteers to help in clearing behind the senior building. Councilor Miller / Councilor Church. All in favor.

Museum: Kathy referred to her report. (See attached). While discussing the hiring schedule for the new museum operations supervisor position it was decided, for the sake of time, to appoint a three person panel to interview the applicants from April 6th thru the 12th of April. Then the Chair or Kathy, will present the results to the council at the April 13th regular council meeting. There are only two applications thus far. If more applications come in to city hall Taci agreed to call council members to come review them. Councilor Miller, Councilor Rose and Museum Director Kathy Smith volunteered to be the three to serve on the interview panel.

Public Safety: (see attached) The mayor is questioning the overtime on the 9th of February. He said he will contact Chief Gray to find out more detail for that date. Chief Rynearson was absent so there was no Fire Dept report.

Accounts Payable: MSP: To ratify payment of the bills. Councilor Garrison / Councilor Miller. All in favor. The mayor recused himself from voting as there was a bill included from his brothers auto shop for painting the PW truck.

Resolutions: the Mayor read the heading of Resolution 2016-01, A Resolution of the City of Prairie City, Grant County, Oregon. Authorizing the issuance of waste water revenue bonds for a total of not to exceed $1,905,700 and providing for public notice.

MSP: To pass Resolution 2016-01 authorizing revenue bonds. Councilor Garrison / Councilor Church. All in favor.

The Mayor read the heading of Resolution 2016-02, A Resolution adopting volunteer personnel rules, policies, and procedures for the city of Prairie City, Oregon.

MSP: To pass Resolution 2016-02, the volunteer policy. Councilor Church / Councilor Goslin. All in favor.

Taci confirmed the agreement with the Rural Fire Dept. was the same as the one signed last year. MSP: To adopt the Rural Fire Dept. Agreement. Councilor Garrison / Councilor Miller. All in favor.

Councilor Patterson explained the changes in the Intergovernmental agreement with Grant County. Most of the financial responsibility for the park’s grounds, and the building on the grounds was the county’s responsibility now. Georgia reported the agreement, as a whole, is better written now. The committee also discovered $103,000 in the county’s budget that was for Depot Park and the building that houses the museum. These funds were unbeknownst to Prairie City. Chris Camarena said once the water heater is replaced in the bath house, he will take the invoice to the county court for reimbursement, or ask for them to pay it directly. Through the course of the conversation it was stated that the ramp to the cattle car should have been paid for by the county. When someone asked if we could be reimbursed for the cost of the ramp, the answer was no.

MSP: To approve and adopt the Intergovernmental Agreement with the county courts. Councilor Rose/Councilor Church. All in favor.

Taci began the review with the council, of the two budget committee applications, the councilors had in their packets. MSP: To approve the budget applications of Joe Phippens and Krystin McClung. Councilor Garrison / Councilor Church. All in favor.

Taci asked to be recognized. The mayor allowed Taci to explain to the Councilors that since six out of seven of the councilors had not gone on line to set up an account to file their SEI forms, the links had expired. Taci explained she would go in again, and assign their seats. The councilors would then receive an email linking them to create an account. They have

10 days to set up their accounts. Once that is done, they will receive another email, after March 15th, with a link to file their SEI forms. She told the councilors they have until April 15th to file their SEI forms. Since Councilor Goslin does not have an account Taci said she would assist him with the filing of his SEI form by using the city hall email address. She will call Butch when the invite to set up his account arrives in her email box.

MSP: To adjourn the meeting. Mayor Hamsher / Councilor Goslin. All in favor.

The Mayor adjourned at 7:10 pm.

Submitted by:

Taci Philbrook, City Recorder

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